As an Executive Assistant, you will be responsible for full executive support to the team and report to the Chief of Staff and Head of Projects. You will create impact by:
Secretarial -
Essentially "gatekeeper" and "gateway" role, protecting the team’s time and energy by predicting what is needed and addressing it. Gets things done with speed & agility, maintains team efficacy & efficiency.
Handling receptionist duties, including attending to visitors, mail and calls
Maintaining the office space and handling the provision of cleaning, supplies regularly
Scheduling meetings and optimizing the team’s personal and daily work agenda, including travel logistics and errands
Receiving incoming communications and follows-up by determining a course of action, response or referral for the team.
Keeps the team well-informed of upcoming commitments and responsibilities
Summarizes articles, correspondences and meetings for the team
HR/Finance -
Screening calls for candidates and arranging for interviews, being the first point of contact with the company
Planning team building events and activities, including managing logistics and budget
Prepares materials for onboarding and team reviews, including org. charts and project files
Process claims and submissions, maintaining a tidy and organized documentation system
Processing reports, forms and documents on behalf of the team, ensuring that they are tended to in a timely and complete manner.
Sales & Events -
Reads and routes incoming email to the appropriate team member for further action
Event planning for events and collaterals, including liaising with suppliers and vendors
Maintain sales funnel actively, with weekly follow-ups on behalf of the team if necessary
Compile data for reports, conduct basic research for proposals and craft such collateral as needed
To be successful, you should be:
An owner. You take up problems in your immediate vicinity and carry them through. You also advocate for our values and culture, both internally and externally.
A champion at getting things done. Strong at execution, documentation, organization, prioritization and time-management. You make things happen, and when tasks land with you, they don’t come back half-done. You hold yourself accountable, see it as your problem, and are willing to “fail faster” and ask foolish questions to get things done.
Gritty. You are resilient and will go the extra mile to complete a task.
Fiercely protective of the team and all its resources, including time, budget and energy.
Excellent at writing and verbal communication, and can interface with internal and external high level stakeholders in a professional manner.
Very familiar with Mac/iOS, including Keynote, and Google apps such as Gmail, Drive, Sheets, and is receptive to using new productivity and communication tools.
Able to maintain a high level of confidentiality, tact and decisiveness while working under the pressure of urgent demands, changing circumstances and competing deadlines
If you have what it takes to be part of a rapidly-iterating, highly dynamic ecosystem, get in touch by clicking “Want to Visit”
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